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Importing data into an existing file

You can import data into an existing FileMaker Pro file from another FileMaker Pro file or from a file created by another application. The records you import become the found set. When you import, you can add new records, or update existing or matching records.

Tip  If you routinely import data from the same source, you can automate the process by setting up recurring imports. Data imported via recurring import is read-only in FileMaker Pro. See Setting up recurring imports.

This topic explains how to import from a file that is in a format that FileMaker Pro supports. To import from other sources, see the following topics:

 

To import	See
A folder of image files or text files all at once	Importing a folder of files all at once
Bento data (OS X)	Importing Bento data (OS X)
XML data	Importing XML data
ODBC data	Querying an ODBC data source from FileMaker Pro

To import data into an existing file:

1.	In the source application (the application from which you're importing data into FileMaker Pro), save the data you want to import in a file type that FileMaker Pro supports.

For a list of supported file types, see Supported import/export file formats.

2.	If you’re updating existing or matching records, make a backup copy of the target FileMaker Pro file that you’re importing into.

Important  Updating existing or matching records overwrites data in the target file and cannot be undone. Choose File menu > Save a Copy As to make a backup copy of the target file. Make sure you understand how updating records works. See Methods of importing data into an existing file.

3.	If you're importing records from a FileMaker Pro file and you want to import certain records and omit others, open the file and perform a find so that the found set in the current window contains only the records you want to import.

See Finding records. FileMaker Pro determines the found set to import from the foreground window in the source file. If you import records from a closed file or an open file that is not displaying any windows, FileMaker imports all the records, regardless of any found set.

4.	Open the FileMaker Pro file you want to import records into (the target file).

5.	If the target file contains multiple tables, use the Layout pop-up menu to display a layout from the table that you want to import data into.

The layout doesn’t have to display all the fields in the table. You will be able to specify the fields that you want to import to in the Import Field Mapping dialog box.

6.	If you’re updating existing or matching records, do the following before you import. (If you’re adding new records, skip to the next step.)

•	If you’re updating existing records in the file, make sure the found set contains only the records you want to change. If necessary, sort the records so that data from the correct record in the source file replaces data in each record in the target file.

•	If you’re updating matching records, make sure the found set contains only the records you want to update. Records outside the found set will not be updated, even if match field data matches.

7.	Choose File menu > Import Records > File.

8.	In the Open File dialog box, choose the name of the file that contains the data you want to import (the source file).

To narrow the choices in the list of files, for Files of type (Windows) or Show (OS X), choose a file type. Or, choose All Files to see all the files in the current folder that you can import.

9.	Click Open.

If you’re importing from a Microsoft Excel file that contains more than one worksheet or includes a named range, you see the Specify Excel Data dialog box. Choose the worksheet or named range to import, then click Continue.

10.	Choose a target table:

 

To import the data into	In the Target drop-down list, choose
An existing table	A table name
A new table	New Table

For more information about importing data into a new table, see About creating a new table for imported data.

11.	In the Import Field Mapping dialog box, choose the type of import to perform, map fields in your database to the data you want to import, then click Import.

For details on using the Import Field Mapping dialog box and finishing the import process, see Setting the import action and mapping fields during import.

Related topics 

Supported import/export file formats

Sorting records

Records script steps